Buyer's guide: choosing work-order software for a school district

1. Know the three pricing models

• Enrollment-based (FMX, Incident IQ): price scales with students; requesters unlimited.
• Per-user (MaintainX, Limble, UpKeep, Fiix, eMaint): pay per technician seat; check that requesters are free.
• Transaction-based (Facilitron): free to district, funded by a fee on external rentals.

2. Scope the modules you actually need

Work orders, preventive maintenance, assets/inventory, facility rentals/events, energy, IT tickets, mobile app. Add-ons are often priced separately (e.g., FMX "Reservation Finder" and Brightly Energy Manager appear as separate line items in public records).

3. Ask for

• Annual escalator (one 3-year renewal shows ~3%/yr)
• One-time implementation/training fee
• Data export & migration from your current system (many districts are moving off SchoolDude)
• SSO, SIS/HR integrations, and which integrations cost extra
• Cooperative purchasing / RFP options under your state rules

4. Check references

Talk to two districts of similar size. Use our price records to anchor negotiation.

5. RFP checklist

1. Request portal usability for teachers
2. Mobile app for techs (offline?)
3. PM scheduling & asset history
4. Reporting for board/budget
5. Contract term, exit, data ownership